Beyond Clean Expert Series Episode 2: Improving Visibility in Instrument Tray Management

Enhancing Visibility in Instrument Tray Management

In this episode of the Beyond Clean Vendor Management Expert Series, host Hank Balch talks with Matt Strunk, VP of Customer Enablement at ReadySet Surgical, about the importance of visibility in the instrument tray management process. The discussion highlights the need for bringing all clinical stakeholders and vendors onto the same page to ensure smooth operations, timely deliveries, and avoidance of unexpected issues. 

Matthew emphasizes the role of data and forecasting in improving staffing and resource allocation in sterile processing departments (SPD). This episode covers communication, identifying warning signs of poor visibility, and leveraging data to enhance operational efficiency.

00:00 Introduction to Episode 2

00:24 Meet Matthew Strunk: VP of Customer Enablement

00:31 Understanding Visibility in Instrument Tray Management

01:46 Key Stakeholders in the Visibility Process

02:53 Importance of Communication and Data

04:26 Warning Signs of Poor Visibility

05:38 Leveraging Data for Better Forecasting

07:53 Conclusion and Upcoming Episodes

What is Instrument Tray Management?

Instrument tray management refers to the process of tracking, coordinating, and ensuring the timely availability of surgical instrument trays borrowed from external vendors for specific procedures. This involves scheduling deliveries, verifying tray contents, ensuring proper sterilization, and returning them promptly to avoid delays, compliance issues, or additional costs.

In the world of sterile processing and vendor management, communication and visibility are crucial factors that can significantly impact the efficiency and effectiveness of healthcare operations. In the second episode of the Beyond Clean vendor management expert series, host Hank Balch sits down with Matthew Strunk, VP of Customer Enablement at ReadySet Surgical, to delve into the nuances of visibility in the loaner management process.

Understanding Visibility in Instrument Tray Management

At the heart of today’s discussion is the concept of visibility, a term that denotes the transparent and comprehensive communication among clinicians, vendors, and all other relevant stakeholders. Historically, the vendor process has often been initiated through fragmented communications such as text messages, phone calls, or emails, which do not include all necessary parties. As Matt Strunk explains, true visibility ensures that all stakeholders, from OR teams to supply chain leads, are on the same page and have the information they need to operate effectively.

Importance of stakeholder involvement

Visibility is not just about sharing information but ensuring the right parties are included in the communication loop. From the very start, perioperative groups, surgeons, coordinators, and service leads need to be informed so they can make proper decisions about inventory and modifications. As the process progresses, supply chain individuals and start processing teams must also be kept in the loop to facilitate smooth operations and safety checks.

What information needs visibility?

Central to enhancing visibility is knowing which pieces of information are essential. Critical elements include the timing and location of surgical cases, the equipment required, and the necessary supporting documents. Sharing this information with vendors ahead of time allows them to prepare appropriately, reducing the risk of last-minute scrambling and ensuring that only approved items arrive on schedule.

Warning signs of a lack of visibility

Matt points out red flags that indicate insufficient visibility in a department. Excessive or unexpected late deliveries can strain resources, cause scheduling issues, and result in costly overtime. Notably, emergency deliveries of trays piling up could signal lapses in communication. Identifying such trends early can help departments take proactive measures to boost their visibility protocols.

Leveraging data for enhanced outcomes

One of the most significant advantages of increased visibility is the data it provides. This data can drive successful initiatives such as staffing forecasts, helping departments know precisely when to expect delivery surges and manage their resources accordingly. Analytics, such as heat maps detailing days of high loaner tray processing, enable more strategic decision-making around staffing and processing schedules.

Looking Ahead in The Beyond Clean Expert Series

As Hank Balch wraps up the episode, he highlights the promise of the upcoming topics in the series. Future discussions promise further exploration into optimizing license operations, overcoming the fear of the unknown, and maintaining efficient instrument tray management practices in sterile processing contexts.

For those eager to deepen their understanding of visibility in instrument tray management, this series is a valuable resource. Tune in to connect with experts like Matt Strunk and Matt Rechin and explore the transformative impact of improved communication and transparency in healthcare settings. Keep an eye on the Beyond Clean series for more insights and strategies to advance your sterile processing practices.